Request for Bids for Roofing Services and Emergency Repairs

VILLAGE OF NORTHBROOK
ROOFING SERVICES AND EMERGENCY REPAIRS
REQUEST FOR BIDS
OWNER:
Village of Northbrook
1225 Cedar Lane
Northbrook, Illinois 60062
BID SUBMISSION INFORMATION:
Date of Request for Bids ("RFB") Issuance:
Thursday, March 26, 2026 - 12:00 p.m.
Mandatory Pre-Bid Meeting:
Friday, April 3, 2026 - 8:00 a.m.
Bid Submittal Deadline:
Monday, April 13, 2026 - 10:00 a.m.
Owner will receive sealed bids for the Work generally described as follows:
Periodic repair and various roof maintenance and emergency repair services, as further set forth and
described in ATTACHMENT A - SPECIFICATIONS, attached to this RFB.
TO BE SUBMITTED TO: Northbrook Public Works, 655 Huehl Road, Northbrook, Illinois 60062,
attention Jean Paul Soens, Management Analyst, BEFORE 10:00 A.M., April 13, 2026.
INSTRUCTIONS TO BIDDERS
Preparation of Bids
All bids for the Work shall be made only on the blank Contract/Proposal form attached to RFB and shall be
complete with a price for each and every item named in the Schedule of Prices section of the
Contract/Proposal form. All bids must be signed by an authorized representative/official. Bids that contain
omissions, erasures, alterations, or additions not called for, conditional or alternate bids unless called for, or
that contain irregularities of any kind may be rejected. Bids must include the attached reference form with at
least three (3) references. Contractors with extensive experience in municipal roof maintenance and/or
projects will be preferred. Each bidder is encouraged to visit the worksites prior to submitting a bid.
Clarifications
Owner reserves the right to make clarifications, corrections, or changes in this bid at any time prior to the
time bids are opened. All bidders or prospective bidders will be informed of said clarifications, corrections,
or changes. If there are questions regarding the specifications, please contact Facilities Manager, Daniel
Juarez at daniel.juarez@northbrook.il.us. All questions must be submitted in writing. All email
communications must include the subject line "Roofing Services and Emergency Repairs RFB". Questions
and inquiries regarding this RFB are due Monday, April 6, 2026 at 10:00 a.m. An addendum addressing all
questions and inquiries will be issued and posted to the Village of Northbrook's website
(https://www.northbrook.il.us/1019/Bids-and-Proposals) by 3 p.m. on Tuesday, April 7, 2026. All
addendums must be acknowledged as indicated on page 5 of this document for responses to this RFB to be
considered complete. Any other information of any kind from any other source shall not be considered
official, and proposers relying on other information do so at their own risk.
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Delivery of Bids
Each bid shall be submitted in a sealed envelope plainly marked with the bidder's full legal name and address
and include the following wording clearly marked on the outside of the envelope:
Village of Northbrook - Bid for Roofing Services and Emergency Repairs
Responses received by the designated contact after 10:00 a.m., Central Time, April 13, 2026 will not be
accepted and will be returned to the sender unopened. All bids must be delivered to and received by Owner no
later than the due date regardless of postmark date. Bids submitted via facsimile or e-mail will not be accepted.
Bids must be submitted in the manner described in this RFB.
Each response shall be addressed and delivered to the place and before the time set forth above. Bids may be
delivered by mail or in person. Bids received after the time specified above will be returned unopened. Each
proposer assumes responsibility for timely submission of its bid.
Follow-up discussions may be conducted with several firm(s) to resolve any questions, finalize the scope of
work and agreement on final not-to-exceed costs as a means to recommend final selection to the Board of
Trustees. Owner also reserves the right to negotiate with potential consultants so that Owner's best interests
are served.
Freedom of Information Act
All information submitted to Owner in response to this RFB shall be deemed a public record and will be subject
to disclosure under the Illinois Freedom of Information Act (5 ILCS 140 et seq.) subsequent to the award of
the contract. Bidders are advised that Section 7(1)(g) of that Act exempts the following from disclosure:
Trade secrets and commercial or financial information obtained from a person or business where the
trade secrets or commercial or financial information are furnished under a claim that they are
proprietary, privileged or confidential, and that disclosure of the trade secrets or commercial or
financial information would cause competitive harm to the person or business, and only insofar as the
claim directly applies to the records requested.
Bidders desiring to have portions of their proposals considered exempt are advised to mark these portions
accordingly.
Insurance
The successful bidder will be required to furnish certificates and policies of insurance as required by
Section 4.B of the contract, upon award of the contract. Each bidder's proposal must be accompanied
by a letter from bidder's insurance carrier or its agent certifying that said insurer has read the
requirements set forth in the contract and will issue the required certificates and policies of insurance
upon award of the contract to bidder.
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MANDATORY PRE-BID MEETING
All bidders must attend a pre-bid meeting walk-though on Friday, April 3 at 8:00 a.m. at the Village of
Northbrook Public Works Center located at 655 Huehl Road, Northbrook, Il, 60062. After the pre-bid
meeting, all bidders will view the area of work at the Public Works Center and other facilities (if needed),
gather additional information, and ask specific questions. Attendance shall be taken at the pre-bid meeting to
ensure that all contractors have visited the Work Site. Representatives of the Village will be present to
discuss the Work and answer questions. Owner reserves the right to reject all bids submitted by bidders who
fail to attend this pre-bid meeting.
Opening of Bids
Bids will be publicly opened at 10:00 a.m., Central Time, Monday, April 13, 2026 at the Public Work
Center, located at 655 Huehl Road, Northbrook, IL 60062, and read at the time and place specified above.
Bidders, their authorized agents, and interested parties are invited to be present.
Withdrawal of Bids
No bids shall be withdrawn for a period of 90 days after the opening of any bid.
Rejection of Bids
Bids that are not submitted on the Contract/Proposal form or that are not prepared in accordance with these
Instructions to Bidders may be rejected. If not rejected, Owners may demand correction of any deficiency
and accept the deficiently prepared bid upon compliance with these Instructions to Bidders.
Bidder Qualifications and Evaluation Criteria
The bidders must be qualified roofing contractors and demonstrate the capability to provide services required
in accordance with the bid specifications. Bids shall be evaluated as follows (not listed in order of priority):
Bid Rates
Emergency Response Rates
Compliance with Specifications
Previous Municipality Experience
References
Submittal Compliance
Owner reserves the right to choose the overall best bid according to Owner's criteria. Owner, and its
designated representatives, shall be the sole judge of its own best interest, the bid, and the resulting
negotiated contract. Owner's decision will be final.
Acceptance of Bids
Bids submitted are offers only and the decision to accept or reject is a function of quality, reliability,
capability, reputation, and expertise of the bidders. The final award of a contract for the Work is in the sole
discretion of the Village Board of Trustees. Issuance of this RFB does not obligate Owner to pay any costs
incurred by a bidders in its submission of a bid or making any necessary studies or designs for the
preparation of that proposal, or for procuring or contracting for the services to be furnished under this RFB.
Owner reserves the right to accept the bid that is, in its judgment, the best and most favorable to the interests
of Owner and to the public; to reject the low price bid; to accept any item of any bid; to reject any and all
bids; and to waive irregularities and informalities in any bid submitted or in the request for bids process;
provided, however, the waiver of any prior defect or informality shall not be considered a waiver of any
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future or similar defect or informality. Bidders should not rely upon, or anticipate, such waivers in
submitting their bid.
Upon acceptance of the successful bidder's bid by Owner, the successful bidder's bid, together with Owner's
notification of acceptance in the form attached to this RFB, shall become the agreement for the Work. Final
acceptance and approval of the contract will be at the discretion of the Village Board of Trustees.
DATED this 26th day of March, 2026.
VILLAGE OF NORTHBROOK
By: Jean Paul Soens
Management Analyst
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VILLAGE OF NORTHBROOK
CONTRACT/PROPOSAL FOR THE
ROOFING SERVICES AND EMERGENCY REPAIRS
Full Name of Bidder ("Bidder" or
"Contractor")
Principal Office Address
Local Office Address
Contact Person: E-mail:
Telephone: Fax:
TO: Northbrook Public Works
655 Huehl Road
Northbrook, Illinois 60062
Attention: Jean Paul Soens, Management Analyst
Bidder warrants and represents that Bidder has carefully examined the Work Sites described below and its environs and
has reviewed and understood all documents included, referred to, or mentioned in this bound set of documents, including
Addenda Nos. ________ [if none, write "NONE"], which are securely stapled to the end of this Contract/Proposal.
1. Work Proposal
A. Contract and Work: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall, at its
sole cost and expense, provide, perform, and complete, in the manner specified and described, and upon the terms and
conditions set forth, in this Contract/Proposal and Owner's written notification of acceptance in the form included in
this bound set of documents, all of the following, all of which is herein referred to as the "Work":
1. Labor, Equipment, Materials and Supplies: Provide, perform, and complete, in the manner specified and
described in this Contract/Proposal and all necessary work, labor, services, transportation, equipment,
materials, supplies, information, data, and other means and items necessary for the roof maintenance services
and emergency repairs for facilities and structures owned by Owner at various locations in the Village of
Northbrook (the "Work Site").
2. Permits: Procure and furnish all permits, licenses, and other governmental approvals and authorizations
necessary in connection therewith; and
3. Bonds and Insurance: Procure and furnish all bonds and all insurance certificates specified in this
Contract/Proposal; and
4. Taxes: Pay all applicable federal, state, and local taxes; and
5. Miscellaneous: Do all other things required of Bidder by this Contract/Proposal; and
6. Quality: Provide, perform, and complete all of the foregoing in a proper and workmanlike manner, consistent
with highest standards of professional and construction practices, in full compliance with, and as required by
or pursuant, to this Contract/Proposal, and with the greatest economy, efficiency, and expedition consistent
therewith, with only new, undamaged, and first quality equipment, materials, and supplies.
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B. Prevailing Wages: In accordance with the Prevailing Wage Act, 820 ILCS 130/0.01 et seq., ("Act") not less than
the prevailing rate of wages for similar work in the locality in which the Work is to be performed shall be paid to
all laborers performing work under this contract. The Act requires contractors and subcontractors to pay laborers,
workers and mechanics performing services on public works projects no less than the current "prevailing rate of
wages" (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The
Illinois Department of Labor publishes the prevailing wage rates on its website at http://labor.illinois.gov/. The
Department revises the prevailing wage rates and the Contractor/Subcontractor has an obligation to check the
Department's website for revisions to prevailing wage rates. For information regarding current prevailing wage
rates, Contractor shall refer to the Illinois Department of Labor's website. Contractor and any subcontractors
rendering services under this contract must comply with all requirements of the Act, including but not limited to,
all wage requirements and notice and record keeping duties.
C. Performance Standards: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that all Work shall be
fully provided, performed, and completed in accordance with the specifications attached hereto and by this reference
made a part of this Contract/Proposal.
D. Responsibility for Damage or Loss: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that
Bidder shall be responsible and liable for, and shall promptly and without charge to Owner repair or replace, damage
done to, and any loss or injury suffered by, Owner, the Work, the Work Site, or other property or persons as a result of
the Work.
E. Inspection/Testing/Rejection: Owner shall have the right to inspect all or any part of the Work and to reject all or
any part of the Work that is, in Owner's judgment, defective or damaged or that in any way fails to conform strictly to
the requirements of this Contract/Proposal and Owner, without limiting its other rights or remedies, may require
correction or replacement at Bidder's cost, perform or have performed all Work necessary to complete or correct all or
any part of the Work that is defective, damaged, or nonconforming and charge Bidder with any excess cost incurred
thereby, or cancel all or any part of any order or this Contract/Proposal. Work so rejected may be returned or held at
Bidder's expense and risk.
F. Compliance with Village of Northbrook No Weapons SOP: Bidders and their employees, agents, and
subcontractors will be required to comply with the Owner's Standard Operating Procedure ("SOP") No. 11-057 "No
Weapons" effective May 13, 2014 at all times during the performance of the Work. Copies of the SOP will be made
available upon request.
2. Contract Price Proposal
If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall take in full payment for all Work
and other matters set forth under Section 1 above, including overhead and profit; taxes, contributions, and premiums;
and compensation to all subcontractors and suppliers, the compensation set forth below.
Village regular hours are Monday through Friday from 7:00 AM to 4:30 PM.
A. Schedule of Prices: For providing, performing, and completing the Work by the Unit Price set forth below:
Item No. Description Unit Rate
1 Regular Hours Hourly
2 Emergency (After Hours) Hourly
3 Minimum Callout (Regular Hours) [if applicable]: YES or NO ________ Hour(s)
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Minimum Callout (Emergency - After Hours)
4
[if applicable]: YES or NO ________ Hour(s)
5 Trip Charge (if applicable) Per Trip
6 Mark-Up for Materials Percentage (%)
The total cost of materials shall be determined and agreed upon on a case-by-case basis.
B. Basis for Determining Prices: It is expressly understood and agreed that:
1. All prices stated in the Schedule of Prices, included in Attachment A, are firm and shall not be subject to
escalation or change during the Initial Term of this contract. In the event this contract is extended in
accordance with Attachment A Parts 1.15-1.16, the Contractor may raise the price for the Work to be
performed under the extended contract by giving written notice to the Owner by providing a Schedule of
Prices; and
2. Owner is not subject to state or local sales, use, and excise taxes, that no such taxes are included in the
Schedule of Prices, and that all claim or right to claim any additional compensation by reason of the payment
of any such tax is hereby waived and released; and
3. All other applicable federal, state, and local taxes of every kind and nature applicable to the Work are
included in the Schedule of Prices; and
4. The approximate quantities set forth in the Schedule of Prices for each Unit Price Item are Owner's estimate
only, that Owner reserves the right to increase or decrease such quantities, that payment for each Unit Price
Item shall be made only on the actual number of acceptable units of such Unit Price Item in full compliance
with this Contract/Proposal, and that all claim or right to dispute or complain of any such estimated quantity,
or to assert that there was any misunderstanding in regard to the nature or amount of any Unit Price Item to be
provided or performed, is hereby waived and released.
5. Bidder has thoroughly examined this Contract/Proposal and has thoroughly inspected the Work Site, prior to
submission of its bid.
C. Time of Payment: It is expressly understood and agreed that all payments shall be made in accordance with the
following schedule:
i. All payments may be subject to deduction or set off by reason of any failure of Contractor to perform
under this Contract/Proposal. Each payment shall include Contractor's certification of the value of, and
partial or final waivers of lien covering, all Work for which payment is then requested and Contractor's
certification that all prior payments have been properly applied to the payment or reimbursement of the
costs with respect to which they were paid.
ii. All payments shall be made in accordance with the following schedule: Payment to be made within 30
days of submission of acceptable written and/or digital reports and geodatabase. Owner shall let the
Contractor know if reports and geodatabase are acceptable within seven working days of submission.
All payments may be subject to deduction or setoff by reason of any failure of Contractor to perform
under this Contract/Proposal. Each payment shall include Contractor's certification of the value of, and
partial or final waivers of lien covering, all Work for which payment is then requested and Contractor's
certification that all prior payments have been properly applied to the payment or reimbursement of the
costs with respect to which they were paid.
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3. Contract Time Proposal - Term; Renewal
A. Initial Term: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall commence the Work within
10 days following Owner's acceptance of this Contract/Proposal provided Bidder shall have furnished to Owner all bonds
and all insurance certificates and policies of insurance specified in this Contract/Proposal (the "Commencement Date"). If
this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall perform the Work diligently and
continuously and shall complete the Work in accordance with the schedule approved pursuant to the Specifications. The
initial term of this Contract/Proposal shall begin on or about May 12, 2026 and be in effect through April 30, 2027.
B. Renewal: Upon satisfactory completion of the Work during any term of this contract, the Village may notify Bidder that this
contract shall be extended for additional renewal terms pursuant to prices established according to Parts 1.15-1.16 of the
Specifications. Such notice shall be given at least 60 days prior to the expiration of the then-current term, and Bidder shall
notify Owner of the proposed revised Schedule of Prices within 15 days after such notice is given. If Owner approves of the
revised Schedule of Prices, the contract shall be renewed by the parties by written agreement. This contract may be renewed
up to three (3) additional one-year terms following the initial term.
4. Financial Assurance
A. Bonds: No bonds required.
B. Insurance: If this Contract/Proposal is accepted and for each year in which this Contract/Proposal is renewed,
Bidder proposes, and agrees, that Bidder shall provide certificates of insurance evidencing the minimum
insurance coverage and limits set forth below within 10 days following Owner's acceptance, or the execution of
any renewal, of this Contract/Proposal. Such policies shall be in form, and from companies, acceptable to Owner.
The insurance coverage and limits set forth below shall be deemed to be minimum coverage and limits and shall
not be construed in any way as a limitation on Bidder's duty to carry adequate insurance or on Bidder's liability
for losses or damages under this Contract/Proposal. The minimum insurance coverage and limits that shall be
maintained at all times while providing, performing, or completing the Work are as follows:
1. Workers' Compensation and Employer's Liability
Limits shall not be less than:
Worker's Compensation: Statutory
Employer's Liability: $500,000 ea. Accident injury
$500,000 ea. Employee disease
$500,000 disease-policy
Such insurance shall evidence that coverage applies to the State of Illinois.
2. Comprehensive Motor Vehicle Liability
Limits for vehicles owned, non-owned or rented shall not be less than:
$2,000,000 Bodily Injury and Property Damage Combined Single Limit
3. Comprehensive General Liability
Limits shall not be less than:
$2,000,000 Bodily Injury and Property Damage Combined Single Limit.
Coverage is to be written on an "occurrence" basis.
Coverage to include:
- Premises Operations
- Products/Completed Operations
- Independent Contractors
- Personal Injury (with Employment Exclusion deleted)
- Broad Form Property Damage
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Endorsement
- "X," "C," and "U"
- Contractual Liability
Contractual Liability coverage shall specifically include the indemnification set forth below.
4. Umbrella Liability
Limits shall not be less than:
$2,000,000 Bodily Injury and Property Damage Combined Single Limit.
This Policy shall apply in excess of the limits stated in 1, 2, and 3 above.
5. Owner as Additional Insured. Owner shall be named as an Additional Insured and a cancellation notice
recipient on all policies except for Worker's Compensation, and Employer's Liability.
Each such additional Insured endorsement shall identify Owner as follows: Village of
Northbrook, including its Board Members and elected and appointed officials, its officers, employees, agents,
attorneys, consultants, and representatives. Additional insured coverage shall be provided on endorsements at
least as broad as ISO form CG2010 or CG2026 (pre 2004 editions).
C. Indemnification: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall indemnify,
save harmless, and defend Owner against all damages, liability, claims, losses, and expenses (including attorneys'
fee) that may arise, or be alleged to have arisen, out of or in connection with Bidder's performance of, or failure to
perform, the Work or any part thereof, or any failure to meet the representations and warranties set forth in
Section 6 of this Contract/Proposal.
D. Penalties: If this Contract/Proposal is accepted, Bidder proposes, and agrees, that Bidder shall be solely liable for
any fines or civil penalties that are imposed by any governmental or quasi-governmental agency or body that may
arise, or be alleged to have arisen, out of or in connection with Bidder's performance of, or failure to perform, the
Work or any part thereof.
5. Firm Proposal
All prices and other terms stated in this Contract/Proposal are firm and shall not be subject to withdrawal,
escalation, or change provided Owner accepts this Contract/Proposal within 45 days after the date this sealed
Contract/Proposal is opened.
6. Bidder's Representations and Warranties
In order to induce Owner to accept this Contract/Proposal, Bidder hereby represents and warrants as follows:
A. The Work: The Work, and all of its components, shall be of merchantable quality; shall be free from any latent
or patent defects and flaws in workmanship, materials, and design; shall strictly conform to the requirements of
this Contract/Proposal, including, without limitation, the performance standards set forth in Section 1 of this
Contract/Proposal; and shall be fit, sufficient, and suitable for the purposes expressed in, or reasonably inferred
from, this Contract/Proposal and the warranties expressed herein shall be in addition to any other warranties
expressed or implied by law, which are hereby reserved unto Owner.
B. Conflict of Interest: To the best of Bidder's knowledge, (1) no employee or agent of the Owner is interested in
the business of Contractor or this Contract/Proposal; (2) as of the date of this Contract/Proposal neither
Contractor nor any person employed or associated with Contractor has any interest that would conflict in any
manner or degree with the performance of the obligations under this Contract/Proposal; and (3) neither Bidder
nor any person employed by or associated with Contractor shall at any time during the term of this
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Contract/Proposal obtain or acquire any interest that would conflict in any manner or degree with the
performance of the obligations under this Contract/Proposal.
C. Not Barred: Bidder is not barred from contracting with a unit of state or local government as a result of (i) a
delinquency in the payment of any tax administered by the Illinois Department of Revenue unless Contractor
is contesting, in accordance with the procedures established by the appropriate revenue act, its liability for the
tax or the amount of the tax, as set forth in Section 11-42.1-1 et seq. of the Illinois Municipal Code, 65 ILCS
5/11-42.1-1 et seq.; or (ii) a violation of either Section 33E-3 or Section 33E-4 of Article 33E of the Criminal
Code of 1961, 720 ILCS 5/33E-1 et seq.
E. Patriot Act Compliance. Neither Bidder nor any of its principals, shareholders, members, partners, or affiliates,
as applicable, is a person or entity named as a Specially Designated National and Blocked Person (as defined
in Presidential Executive Order 13224) and that it is not acting, directly or indirectly, for or on behalf of a
Specially Designated National and Blocked Person. Bidder and its principals, shareholders, members, partners,
or affiliates, as applicable, are not, directly or indirectly, engaged in, and are not facilitating, the transactions
contemplated by this Contract/Proposal on behalf of any person or entity named as a Specially Designated
National and Blocked Person. Bidder hereby agrees to defend, indemnify and hold harmless the Owner, its
corporate authorities, and all Owner elected or appointed officials, officers, employees, agents, representatives,
engineers, and attorneys, from and against any and all claims, damages, losses, risks, liabilities, and expenses
(including reasonable attorneys' fees and costs) arising from or related to any breach of the representations and
warranties in this subsection.
F. Compliance with Laws and Grants. Bidder shall give all notices, pay all fees, and take all other action that may
be necessary to ensure that the Work is provided, performed, and completed in accordance with all required
governmental permits, licenses, or other approvals and authorizations that may be required in connection with
providing, performing, and completing the Work, and with all applicable statutes, ordinances, rules, and
regulations, including without limitation the Fair Labor Standards Act; any statutes regarding qualification to
do business; any statutes prohibiting discrimination because of, or requiring affirmative action based on, race,
creed, color, national origin, age, sex, or other prohibited classification, including, without limitation, the
Americans with Disabilities Act of 1990, 42 U.S.C. 12101 et seq., and the Illinois Human Rights Act, 775
ILCS 5/1-101 et seq. Contractor shall also comply with all conditions of any federal, state, or local grant
received by Owner or Contractor with respect to this Contract/Proposal or the Work.
Bidder shall be solely liable for any fines or civil penalties that are imposed by any governmental or quasi-
governmental agency or body that may arise, or be alleged to have arisen, out of or in connection with
Contractor's, or its subcontractors', performance of, or failure to perform, the Work or any part thereof.
Every provision of law required by law to be inserted into this Contract shall be deemed to be inserted herein.
G. Qualified: Contractor has the requisite experience, ability, capital, facilities, plant, organization, and staff to
enable Contractor to perform the Work successfully and promptly and to commence and complete the Work
within the Contract Price and Contract Time Proposals set forth above.
7. Ownership
Designs, drawings, plans, specifications, photos, reports, information, observations, calculations, notes, and
any other documents, data, or information, in any form, prepared, collected, or received by the Bidder in
connection with any or all of the Work to be performed under this Contract/Proposal ("Documents") shall be
and remain the exclusive property of the Owner. At the Owner's request, or upon termination of this
Contract/Proposal, the Bidder shall cause the Documents to be promptly delivered to the Owner.
8. Acknowledgments
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